F99/K00
- Employees who may be eligible: Graduate student
- Eligibility: PhD students at the dissertation stage
K99/R00
- Employees who may be eligible: Postdoctoral Research Associate, Research Associate, Associate In
- Eligibility: Applicants must have no more than 4 years of postdoctoral research experience at the time of the initial or the subsequent Resubmission application. Eligible principal investigators include promising postdoctoral candidates who have terminal clinical or research doctorates including the PhD, MD, DO, PharmD, DC, ND, DDS, DVM, ScD, DNS or equivalent. NIGMS will not use K99/R00 awards to support individuals who already have faculty appointments — including assistant professor, clinical assistant professor, research assistant professor and instructor — or their equivalent in academia, industry or elsewhere.
These awards are paid via a stipend which means the individual cannot be paid through payroll. Their appointment as an employee will be terminated, and they will be converted to the Contingent Worker type of appointment in Workday.
Graduate students will retain eligibility for health insurance. A support memo covering the premium, which will be paid by the award, will be processed each semester by Business Services. Postdoctoral Researchers will no longer be eligible for health insurance.
A contingent appointment is required to retain access to security roles in Workday and allows for their PI/Grants access. The Workday Affiliate appointment type does not allow sufficient access.
The individual will need to be set up as a supplier in the Workday system which will require a W9 (PDF). If they want to receive payment as direct deposit, they will need to complete a Funds Transfer Authorization (PDF) form. Business Services will process setting them up as a Supplier and create the non-service pay and process it each month.
They will receive payment once per month via a non-service pay. The pay day will vary slightly due to processing. We can either pay the individual prior to their work being completed, during the month of work or after they have completed work.
Example: Business Services submits the payment each month at the beginning of the month. It will route for approvals and once fully approved, the individual will receive payment sometime in the middle of the month. For September work, we could have the payment submitted at the beginning of August for a mid-August payment (in advance), submit it at the beginning of September of a mid-September payment (during timeframe) or at the beginning of October for a mid-October payment (after completed).
For Graduate students, the award only covers 60% of the combined cost of tuition and fees, up to $16,000 (F99 phase) or $4,500 (K00 phase) per year. The remaining 40% of the tuition is covered by either a flex tuition waiver from the graduate school or a support memo from the department using grant or discretionary funds. For a flex tuition waiver, the supervisor will submit the GS Commitment Request which asks questions about the award. When filling out the commitment request, please include medicine.payroll@wsu.edu where it asks for Processing and Support Contract(s), this will ensure that Business Services receives approval notifications so that we can process the support memo.
Please note that flex tuition waivers are only available during the academic year, not during the summer and are subject to approval. If the flex waiver is denied, the supervisor/department is responsible for providing the appropriate funding to cover the 40% tuition on the support memo.
If wanting to request a flex tuition waiver, the supervisor will need to submit the GS Commitment Request as soon as possible, preferably a month or more prior to the start of the semester. This will allow adequate time for the Graduate School to review the request.
When using a budget for the first time in MyWsu on a support memo, it is likely that a new fund type will need to be created (this request is submitted by the Business Services Payroll Team), however, it can take 2-4 weeks for the new fund type to be created. It is essential to provide the budget information to the Payroll Team as early as possible to ensure that there is enough time for processing so that the waivers can hit the student’s account prior to the start of the semester.
Allowable fund types to use on a support memo are:
- FD043 Grants and Contracts – Federal
- FD044 Grants and Contracts – State
- FD049 Donated Funds (if they support tuition)
- FD085 Grants and Contracts – Local
For Program in Neuroscience students, the policy is to for the department to pay the residual tuition and fees. This can be done by either option below:
- The fees are paid via a support memo- only grant or discretionary funds are allowable (see the allowable fund types above)
- Increase the step the student is paid at to allow them to pay the fees and receive equivalent take home compensation
In our experience, appropriate department fund types were generally not available for the support memo so it was determined we would increase the pay step to cover the residual tuition and fees.
If the individual’s pay for the year is higher than what the salary on the grant allows, the supervisor is responsible for covering the difference. Please note that not all budgets are allowable on a non service pay. These are the only allowable fund types:
- FD043 Grants and Contracts – Federal
- FD044 Grants and Contracts – State
- FD045 Federal Work Study Program
- FD046 State Work Study Program
- FD047 Federal Student Financial Aid
- FD048 Federal Direct Loans
- FD049 Donated Funds
- FD050 WSU Foundation
- FD051 Alumni Association Donated
- FD054 Student Book Corporation
- FD085 Grants and Contracts – Local
- FD089 Athletics Contributions
- FD095 Scholarships and Fellowships, non-donated
- FD180 Registered Student Organizations
If the student will be working during the summer and has already used their award allotment for the year, they could continue being paid on a non service pay if the supervisor has the proper funds or they can transition to a student hourly position. An hourly position would not have restrictions on fund type. If moving to an hourly appointment for the summer, they will need to complete required onboarding which may include a new background check and I-9 processing, depending on prior completion dates. The pre-employment, onboarding and routing of appointments in Workday can be lengthy and typically appointments are not active for at least 2 weeks from request date. All employment and appointments are subject to relevant approvals.
Any future employment with WSU would require the appropriate onboarding steps at that time.